Privacy Policy

Kelvara Group Ltd ("Kelvara", "we") is a company registered in England and Wales, company number 17340394, operating from Wallington, Surrey. We are the data controller for the personal information described on this page. For anything to do with your data, contact us at help@kelvara.co.uk or on 0737 816 0338.

When you ask for a quote through the form on this website, we collect your name, email address, phone number, postcode, the service you're interested in and anything you write in the message box.

Photos, if you send them by WhatsApp or email. These are usually pictures of the rooms and walls where equipment would go. Because they show your home, we treat them as personal data. Please don't include people, vehicle number plates or your house number.

How you found us. With each enquiry we record the page you sent it from and, if you arrived from one of our Google adverts, the advert's click reference and campaign name. This tells us which adverts are worth paying for. It doesn't identify you to Google on its own.

If you call, email or WhatsApp us, we keep what you send so we can reply and quote. If we do work for you, we also keep the address, the details of the system we installed or worked on, and the invoices and records the law requires.

We don't ask for payment card details through this website, and we don't intentionally collect special category data (such as health information). We don't knowingly collect information from children.

• To reply to you and prepare your quote, using your details and any photos. Lawful basis: taking steps at your request before entering into a contract (UK GDPR Article 6(1)(b)).
• To arrange and carry out the work if you go ahead. Lawful basis: performing our contract with you.
• To keep records the law requires, such as accounting records and refrigerant (F-Gas) records for the equipment we work on. Lawful basis: legal obligation.
• To see which adverts and pages bring us enquiries. Lawful basis: our legitimate interest in not wasting money on advertising that doesn't work. You can object at any time.

We will not use your details or photos for anything else. We don't sell them, we don't give them to other companies for their own use, we don't add you to a mailing list, and we won't send you marketing unless you ask us to. We won't publish photos of your home anywhere, including on our website or social media, without asking you first. We don't make decisions about you by automated means.

We use a small number of service providers. Each one handles your data only to provide its service to us, under a contract that requires them to keep it secure.

• Netlify hosts this website and receives and stores quote form submissions.
• Microsoft (Microsoft 365) provides our email, so enquiries and our replies are stored in our mailbox.
• Zapier may be used to send you an automatic confirmation email when you submit the form.
• Trustpilot provides the review button in our footer. It loads from Trustpilot's servers, and anything you write in a review is handled under Trustpilot's own privacy policy.
• Google provides Google Analytics and Google Ads measurement, but only if you accept cookies (see below).
• WhatsApp (Meta) carries any messages you choose to send us that way.

Some of these providers store data in the United States or elsewhere outside the UK. Where they do, the transfer is protected by safeguards recognised under UK law, such as the UK–US data bridge or the UK International Data Transfer Addendum to the standard contractual clauses.

• Enquiries that don't become work, including any photos, are deleted within 12 months of your last contact with us.
• Where we carry out work, we keep the job record (contact details, address, system details, photos taken for the job and invoices) for six years after the work, to meet accounting and tax rules and to support your warranty. Refrigerant (F-Gas) records are kept for at least as long as the law requires.
• Analytics data held by Google is kept for no more than 14 months.

You can ask us to delete your enquiry and photos sooner — see your rights below.

The website and form are served over an encrypted (HTTPS) connection. Access to submissions and our mailbox is limited to the people at Kelvara who need it to reply to you or do the work, and is protected by passwords and two-step sign-in.

This website sets no cookies at all unless you agree to them. We use Google Analytics to understand how people find and use the site. Its cookies are only set once you choose "Accept" on the banner shown on your first visit. If you decline, or simply ignore the banner, nothing is set and nothing is sent to Google.

Google Analytics tells us things like which pages are read and which searches bring people here. It does not tell us who you are, and we do not use it to profile you across other websites.

Our Google tag is linked to a Google Ads account, so Google may also use it to record which advert brought you to this site. If you would rather that did not happen, decline the banner — everything here works exactly the same either way. You can review Google's own controls at myadcenter.google.com.

You can change your mind at any time. This clears your choice, deletes any Google cookies already set, and shows the banner again:

Under UK data protection law you have the right to:

• ask for a copy of the personal data we hold about you;
• have it corrected if it's wrong;
• have it deleted, including your photos;
• restrict or object to how we use it;
• receive it in a portable format.

Email help@kelvara.co.uk and we will respond within one month. There's no charge.

If you're unhappy with how we've handled your data, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office (ICO), the UK regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.

We update this policy when the way we handle data changes. The version published here is the current one. Last updated 12 October 2026.